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PMMA’s electronic new hire on-boarding process saves employees hours of time

improve productivity with new hire onboarding automation

Customer Profile

Presbyterian Manors of Mid-America (PMMA) has been providing quality senior services to residents of Kansas and Missouri for more than 65 years. PMMA’s 2,200 employees work tirelessly to provide vibrant, quality living to more than 2,300 seniors across 17 communities.

Business Situation

PMMA Onboarding Process

PMMA hires 1,200-1,300 people each year for a variety of tasks in multiple locations. Since they provide healthcare, they must comply with an array of regulatory requirements.

As a result, their New Employee On-boarding packet had grown to between 30-40 forms. Filling out these forms on paper is tedious and time consuming. The same information must be entered multiple times, there are numerous errors and omissions that must be corrected and the data must then be manually entered by H.R. into their M-Files system and by Finance into their payroll system. Further, it’s practically impossible to report on the new hire paperwork for compliance purposes.

PMMA decided that they needed to improve the process.

Solution Summary

PMMA was using M-Files as their electronic data management (EDM) system. M-Files introduced PMMA to frevvo’s visual forms and workflow software to automate their new hire process. Working with frevvo’s world-class client services team, PMMA has converted their forms into fully electronic versions that work on all devices. They’ve also automated the process so it automatically routes to the proper individuals and transfers documents & data to M-Files as well as their payroll system.

M-Files introduced us to frevvo to automate our New Hire packet. The new system is easy to use and saves employees hours of valuable time. frevvo’s visual, drag-and-drop designers are easy to use and the solution meets our business needs at reasonable cost.

Gary McGuire
V.P. Information Systems

Today, a new hire gets a customized link and can electronically provide most of the information from home using a standard web browser or mobile device. They never have to enter a piece of data more than once; it’s automatically copied over onto related forms. The forms automatically validate entries eliminating mistakes and missing data. Required PDFs are automatically generated e.g. State and Federal W-4 and I-9 forms.

Using frevvo’s built-in File System Connector, the solution automatically exports documents to M-Files and indexes them. There’s no need to scan paperwork and manually save it in M-Files and no need to deal with the inevitable human error in manually indexing them.

The system also captures payroll information electronically and exports it to PMMA’s payroll software. Once again, it eliminates manual data entry and the resulting errors.

Simple visual tools for business process automation

Benefits

PMMA is reaping enormous benefits as a result of the electronic new hire on-boarding process.

  • New employees save hours by pre-filling forms online at home before arriving onsite.
  • PMMA’s H.R. and Finance departments deal with far less paperwork since documents and data are electronically captured, validated and transferred to M-Files and payroll systems.
  • The automated processes in frevvo are significantly faster.
  • frevvo’s software is visual and easy to use. Anyone, not just expert coders at PMMA, can drag-and-drop to design new forms and workflows or maintain existing ones.

Next Steps

Working with frevvo, PMMA has also implemented a Benefits Enrollment form and plans to automate other areas of their business such as Accounts Payable and Contracts processes.

One thought on “PMMA’s electronic new hire on-boarding process saves employees hours of time

  1. Great story that demonstrates the importance of having an efficient new hire process. Thanks for sharing.

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